Privacy Policy
The school processes personal data of all its students. The school considers that the proper handling of personal data is vitally important and is aware of the privacy legislation. The school is responsible for the careful handling of your child’s personal data. In these explanatory notes we would like to explain how we handle your child’s personal data.
Why do we process your child’s data?
The school processes your child’s personal data in order to comply with our obligations as an educational institution. For example, we need the data to register your child as a student at our school, to keep track of their study progress and to enable your child to obtain a diploma. In addition, we are legally obliged to forward certain information to other parties, such as DUO (Ministry of Education) and school attendance authorities (Leerplicht). We process your child’s data for the purpose of implementing the education agreement we have with your child and/or for the purpose of complying with our statutory obligations. We will only process data that does not meet these requirements with your consent. If permission is requested for the processing of data, such as for the use of visual material (photos and videos), you can withdraw or give permission at any time. Please be aware that changing permission may not applicable to visual material that has already been published.
What data do we process about your child?
We process various types of data, most of which we have received directly from you as parents. This includes contact details and place of birth. If you refuse to provide us with the information we need, we will not be able to fulfil our obligations. The provision of this information is therefore a condition for your child to be able to enroll at school. At your own request and with your explicit consent, we will also process your child’s medical data. This is limited to the information needed to act properly in emergencies. For example, you may report that your child has epilepsy, so that we can take effective action in emergency situations. The school will never force you to provide such information.
How do we handle your child’s data?
The processing of the data is always based on necessity; we will not process more data than is necessary to comply with our rights and obligations as an educational institution. This also means that the data will not be used for purposes other than those referred to in these explanatory notes. In a number of cases, as indicated above, we are obliged to share your child’s details with other organisations. These include DUO, school attendance authorities (Leerplicht), the Dutch Inspectorate of Education, Municipal Health Service (GGD)/school doctor, the SEN consortium (Passend Onderwijs) and the accountant. We may request commercial third parties to assist us in processing the data for the aforementioned purposes. This may involve applications to support students in their lessons, an administration system in which the data is not stored on our own network but with another organisation, or a curriculum program. This is always done by order and under the responsibility of the school. We conclude agreements with these organisations, which lay down, among other things, which data is processed and how it is secured. We will not share your child’s data with commercial third parties for any other purpose. In addition, we will never sell or lease your child’s data to third parties. The personal data is stored in encrypted form as much as possible and only those members of staff can access the data that they need to perform their activities. In addition, we do not store the data for longer than is necessary. We use different retention periods for this, which are provided for and laid down by law. The retention period of completed examinations is, for example, two years after 2 the termination of the education agreement. Data from the student administration is generally kept for seven years. If you are interested in this, we can provide you with a summary.
What rights do students and parents of students under 16 have?
As parents, you have a number of rights with regard to personal data. These rights are laid down by law. Students and/or parents can make use of these rights at any time. This means, for example, that you can always submit a request to inspect the data we process about your child. In addition, you can also request that data be rectified, limited or completely deleted from the school’s systems. You always have the right to supplement or rectify incorrect data. We will then ensure that this data is also adjusted by organisations with which we share and/or exchange this data about your child. If you ask us to limit or delete your child’s data, we will determine whether this is possible. When doing so, we comply with the statutory provisions and examine, for example, whether we do not have a statutory obligation to retain the data. You also have the right to request that the data that we process from your child and that we have received from you be transferred to you or, at your request, to another organisation. The school will not make any decisions about your child, which are only based on automated data processing (profiling). Decisions are never taken without human intervention. If you disagree with how we handle your child’s data, you can always seek clarification from our Data Protection Officer (see the school contact details). If you do not think your problem will be solved properly, you can report this to the Personal Data Protection Authority (www.autoriteitpersoonsgegevens.nl).
Summary of the categories of personal data
| Category | Explanatory note |
|---|---|
| Contact details | 1a: surname, first name, email, education (e.g. technical sector); 1b: date of birth, gender; 1c: other details, i.e.: address, postcode, place of residence, telephone number and any other information required for communication, as well as a bank account number for handling payments |
| Student number | a record number which contains no information other than that referred to in category 1 |
| Nationality and place of birth | |
| Parent/Guardians | contact details of parents/guardians of students (surname, first name, address, postcode, place of residence, telephone number and any email address) |
| Medical data | data necessary for the health or well-being of the student, insofar as this is relevant for taking additional measures in order to be able to properly follow education (e.g. extra time for tests); |
| Religion | information concerning the religion or conviction of the student, insofar as necessary for following the education (for example: student free on a particular day). |
| Study progress | information concerning the nature and progress of education, as well as the study results attained, i.e. Examination (information about the examinations), Study programme, Counselling of student (including development perspective OPP), Attendance record, Medical file (paper), Class, grade, qualification |
| Educational organisation | information with a view to the organisation of education and the provision or making available of teaching materials; this also includes class timetables, book lists, school passes, etc. |
| Finances | information with a view to the calculation, recording and collection of registration fees, school and/or tuition fees and contributions or payments for teaching materials and extracurricular activities. (for example a bank account number of the parents) |
| Visual material | photographs and video footage (with or without sound) of school activities on the basis of permission. Please note: Photographs for identification purposes do not require permission (school pass and as a supplement to the file). |
| Teacher / care coordinator / internal supervisor / dean / mentor | details of teachers and supervisors, insofar as these details are relevant to the organisation of the establishment and to the provision of education, training and development |
| BSN (PGN) | Within education, the BSN (Citizen Service Number) is called the personal number (PGN). It is also referred to as ‘education number’. The PGN is the same number as the BSN. Schools are obliged to use the PGN in their administration. |
| Chain ID (Eck-Id) | unique iD for the ‘educational content chain’. This allows schools to share data without this being directly traceable to students or teachers. |
| other details | information other than that referred to under 1 to 11, the processing of which is required or necessary with a view to the application of other legislation. These will be mentioned and explained separately. |
Processing student data; rules of procedure
The document below explains the rules of procedure applied to all Personal Data of Students that is processed by Stichting Rijnlands Lyceum and thus the European School The Hague.
The purpose of these rules of procedure is to:
- protect the privacy of Students whose Personal Data is Processed from the misuse of such data and from the Processing of incorrect data;
- prevent Personal Data from being processed for a purpose other than the purpose for which it was collected;
- safeguard the rights of the Students.
Visual material
Parental consent is not required for the use of visual material in the classroom or for teaching purposes. We also do not require consent to place a photo on a school pass or to use a photo in the administration system. However, the normal privacy rules do apply to the use of that visual material (such as data minimisation: handling student’s visual material with caution). If students are under 16 years of age, their privacy is decided by the parents as their legal representatives. Law assumes that we can rely on the statement of one parent. When signing the declaration of consent, the school may therefore rely on the consent if one parent gives it.
Photography by parents at school
ESH should be a safe environment for all children and not a place where children and their parents are afraid of being photographed. We do not prohibit photography or film, but we would like parents to be cautious and respectful of taking and publishing photos of school activities, especially of children who aren't their own. If visual material on the secure part of the website is copied by parents and then shared via social media, this is no longer the school’s responsibility.
Internet and Social Media regulations
The regulations pertaining to internet and social media use are created by the Stichting Rijnlands Lyceum. Discussions can be held at school, in the classroom or at home about what is (and what is not) acceptable on social media. The agreements apply to all students, staff and volunteers of the schools within Stichting Rijnlands Lyceum for the use of social media on mobile phones and other (mobile) devices.
Stichting Het Rijnlands Lyceum Internet and Social media policy
Online collection of personal information
We do not collect any personal information unless you voluntarily provide it by sending us e-mail, participating in a survey, or completing an online form. Personal information submitted will not be transferred to any non-affiliated third parties unless otherwise stated at the time of collection. When a user submits personally identifiable information it is used only for the purpose stated at the time of collection.
Consent
Where consent for the use and disclosure of personal information is required, the school will seek consent from the appropriate person. In the case of a student’s personal information, the school will seek the consent from the student and/or parent depending on the circumstances and consequences of the proposed use and disclosure.
Cookies
Please refer to our cookies policy
Security
This website takes every precaution to protect our users' personal information. Whenever users submit personal information (such as contact info or credit card info) via online forms, registration, or online purchase, upon submission that information is encrypted via the highest level of SSL (Secured Sockets Layer) available. Servers that store personally identifiable information are in a secure environment.
Under no circumstances are credit card numbers permanently stored on our website servers.
Non-secured Communications
Posts to discussion forums, discussion boards and comments to blogs are viewable by other users. Please be aware of this when posting personal information in these areas.
Contact Information
If users have any questions or suggestions regarding our privacy policy, please contact us at:
European School The Hague, Houtrustweg 2, 2566 HA Den Haag, The Netherlands
+31 (0)70 700 1600, commmunications@eshthehague.nl